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HomeMy WebLinkAbout2021-10-07-CEC-min Minutes of the v,sM Lexington Capital Expenditures Committee (CEC) Meeting xx October 7 2021 APRIL 19" Location and Time: Remote Meeting; 8:00 A.M. CEC Members Present (remote participation): Charles Lamb, Chair; David Kanter, Vice-Chair & Clerk; Sandy Beebee; Rod Cole and Frank Smith CEC Members Absent: None Others Present (remote participation): Other Lexington Committees: Sara Cuthbertson and Scott Bokun, School Committee liaisons; Glenn Parker, Chair, Appropriation Committee (AC) liaison; Staff: Finance Department: Sara Arnold, Recording Secretary Documents Presented: • Notice of Public Meeting/Agenda CEC Meeting, October 7, 2021 • Draft #3 Minutes for the September 14, 2021, CEC Meeting • Draft #3 Minutes for the September 22, 2021, CEC Meeting • Draft Special Town Meeting (STM) 2021-1 Warrant from September 27, 2021 Select Board (SB) Meeting • Pending Draft CEC Report to STM 2021-1, prepared by Mr. Kanter • 2020 Schedule for Departmental/Office Briefings to CEC with Comparable 2021 dates • Document of CEC Officers and Subject Area and Liaison Assignments, February 25, 2021, as annotated by Mr. Kanter, June 23, 2021 Call to Order Mr. Lamb called this Remote (Virtual) Meeting, which had been posted as such, to order at 8:00 A.M. As all those present had been previously advised of the special conditions of this meeting, he passed on repeating them (i.e., the authority to not require a physical presence of a quorum and other selected terms under the Open Meeting Law is legislation signed on June 16th of this year by Massachusetts Governor Charles D. Baker). Mr. Lamb advised that materials provided electronically to the Committee or presented at the meeting, would be available upon request and are those listed in the Minutes as Documents Presented. Any votes during this meeting would be taken by a roll call. Further, this meeting would be recorded to assist in preparing Minutes, and the recording would be deleted once the Minutes is approved. Mr. Lamb took a roll-call attendance, determining that all five members were present. CEC Subject Areas and Liaison Assignments Mr. Lamb identified the subject areas, committees, and boards that had been assigned to Wendy Manz, before she resigned from this Committee in this past June: Land Use, Health and Development (which includes Conservation, Planning, and Economic Development), Ad hoc Special Permit Residential Development Zoning Bylaw Committee, Streetscape Design Review Ad Hoc Committee, Conservation Preservation Committee (CPC), Housing Partnership Board, and Planning Board. Page 1 of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting October 7, 2021 The Committee agreed that the following of those assignments do not need a liaison: Ad hoc Special Permit Residential Development Zoning Bylaw Committee, Streetscape Design Review Ad Hoc Committee, Planning Board, and Housing Partnership Board. Mr. Cole suggested that, because the Schools Capital subject area, which he currently shares with Ms. Beebee, requires minimal preparation time, he suggested that Ms. Beebee might handle this assignment without his continued assistance, and he would become the assigned for Land Use, Health and Development. Ms. Beebee accepted that Schools adjustment. Mr. Kanter offered to serve as liaison to the CPC. The Committee agreed to those two actions. Mr. Kanter will issue an updated version of the document. Report to the Fall STM-2021-1 Referencing Mr. Kanter's Draft CEC Report, it was agreed that this Committee did not need to report on Articlel 1 : Climate Action Plan. Assignments for other Articles were agreed to as follows: • Article 3: Establish, Dissolve and Appropriate To and From Specified Stabilization Funds: Mr. Lamb or Mr. Kanter. • Article 4: Rescind Prior Borrowing Authorizations: CEC comments not necessary as this Article will not be included in the final Warrant; delete from report. • Article 5: Amend FY2021 Operating and Enterprise Budgets: CEC comments not necessary as there will be no Community Preservation elements; delete from report. • Article 6: Appropriate for Police Station Architectural Design and Swing Space Construction: Mr. Lamb. • Article 7: Appropriate for Community Preservation: Ms. Beebee, because the projects are related to Recreation. • Article 8: Appropriate for Westview Cemetery Building Construction: Mr. Lamb. • Article 9: Appropriate for Center Recreation Complex Bathrooms and Maintenance Building: Ms. Beebee. It was noted that this could become a CPC project under Article 7. Mr. Kanter expressed concern that this should not move forward until it is determined where a new high school and an associated staging area would be located. Schedule for review of FY2023-FY2027 Capital Improvement Programs (CIPs) Referring to a table showing 2020 review dates for the 2022-2026 CIPS and comparable dates for this fall, it was agreed that these dates were acceptable. Mr. Lamb offered to work with Jennifer Hewitt, Budget Officer, to set up such meetings. Minutes A Motion was made and seconded to approve the Draft #3 Minutes for the CEC September 14, 2021 meeting with minor edits and the Draft Minutes for the CEC September 22, 2021 meeting, the latter being part of the Financial Summit. Roll-Call Vote: 5-0 Page 2 of 3 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting October 7, 2021 Fall 2021 Special Town Meeting (STM) Mr. Kanter reported that the SB has identified November 8, 9, 10, 16, 17, and 18, 2021 for a fall STM. There is a long list of potential articles. This Committee will need to decide on which Articles it will report. Future Meetings to Prepare Report for the Fall STM Mr. Kanter noted that the Motions for the Warrant Articles should be available soon. With the STM scheduled to start on November 8, 2021, this Committee's report should be distributed by November 1, 2021, and the report should be approved by this Committee on October 28th or October 29th. It was agreed to post meetings for October 14th and 21St to prepare the report, starting at 8:00 A.M. and with a "hard stop" at 9:00 A.M. Member Concerns and Liaison Reports • Mr. Kanter reported that Lincoln Lab is making a presentation to the SB describing its plans to build a large facility. • Ms. Beebee reported that an Athletic Field Feasibility Study is underway. Fields have been inventoried, and in general the turf conditions are poor. Recommendations and priorities will be identified in an effort to maximize capacity. At a recent Athletic Field Feasibility Study Committee meeting, public comments about turf conditions emphasized the quality issues, which have particularly impacted Lexington Little League (baseball & softball). In response to questions, Ms. Beebee thought it unlikely that results of this study would be available for inclusion in the Recreation Department's five-year plan. Mr. Kanter expressed concern about the Recreation Department not incorporating the results of their studies in those projections. • In response to a question from Mr. Bokun, Mr. Lamb said that this Committee can have as many as seven members, but he prefers to have no more than six as that is more manageable and has sufficient to date; however, with Ms. Manz's departure, there are only five members and if anyone has suggestions for a replacement, that should be shared with him. Adjourn A Motion was made and seconded at 8:37 A.M. to adjourn. Roll-Call Vote:5-0 This Minutes was approved by the CEC at its meeting on October 27, 2021. Page 3 of 3